Connect QuickBooks Online to Foundry
Stop re-keying your books. Supplier invoices become QuickBooks bills with payment status flowing back, sales post per order or as one daily journal per channel, and a nightly journal keeps Inventory Asset and COGS current on your balance sheet — with every piece optional, so the integration works the way your accountant wants.
What you'll get
- • Vendor invoices in Foundry become bills in QuickBooks automatically — and can keep the bill updated when the invoice changes, if you want them to
- • Payment status reads back, so Foundry knows what's been paid
- • Sales sync per channel: every order, one daily summary journal, or off
- • Daily inventory & COGS journals keep the balance sheet current — no month-end entry
- • Warnings when a bill is edited in QuickBooks, so the two systems never silently disagree
- • Failures are visible and retryable instead of silently dropped
What it does — and what it doesn't
Three areas, each independently optional: accounts payable (supplier invoices → bills, payments back), sales (per order or daily summary, chosen per channel), and inventory value & COGS (a daily journal for the balance sheet). Turn on only what your books need — a bills-only setup is just as supported as all three.
In scope today
- • Vendor invoices → QuickBooks bills — send once, or keep the bill updated with Foundry edits; immediately, or only after you mark the invoice reconciled
- • Vendor and customer records matched or created as needed
- • Payment status read back onto the Foundry invoice
- • Sales per channel: individual receipts/invoices or one daily journal
- • Daily stock journal: COGS at cost-at-sale, receipts to a purchases clearing account — no items ever created in QuickBooks
Not in scope
- • Refunds and credit memos
- • Payout-level bank matching (daily summaries + a clearing account are the current path)
- • Item-level expense mapping — bill lines post to one expense account for now
If you need any of these, say so — it shapes what we build next.
Setup
Connecting is an OAuth handshake with Intuit — there are no API keys to copy anywhere.
Open the app and click Connect
In Foundry, go to Settings → Apps and choose QuickBooks. Clicking Connect sends you to Intuit to sign in and pick which company file to link. You need permission to manage apps in Foundry, and admin rights on the QuickBooks company.
Authorize, and you're returned to Foundry
Intuit redirects back once you approve. Foundry stores the connection encrypted and refreshes it on its own — you won't be asked to re-authorize during normal use.
Pick the expense account
Foundry reads your chart of accounts and asks which expense account bill lines should post to. Pick the one your bookkeeper already uses for inventory purchases or cost of goods. This is required before anything syncs — it's the one decision the integration can't make for you.
Let the first sweep run
Syncing starts automatically. Invoices that were already open when you connected are picked up too, so there's no separate import step. Sync now forces a pass if you don't want to wait.
What syncs
| Data | Direction | Trigger |
|---|---|---|
| Vendor invoices → bills | Foundry → QuickBooks | Recurring sweep, once per invoice |
| Vendors | Foundry → QuickBooks | Matched or created with the bill |
| Payment status | QuickBooks → Foundry | Polled periodically |
| Sales (per channel: off / per order / daily summary) | Foundry → QuickBooks | Recurring sweep |
| Inventory value & COGS journal (optional) | Foundry → QuickBooks | Daily, once the day closes |
Totals always reconcile
The rule that matters for AP: the QuickBooks bill total always equals the Foundry invoice total. Where line-level detail can't be represented cleanly — freight and handling that don't distribute evenly, or a discount that would make a line negative — Foundry posts a single total line rather than lines that don't add up. You'll never reconcile a bill that's off by a few cents from its source.
You choose how edits behave
By default a Foundry invoice becomes a QuickBooks bill exactly once — no duplicate risk, corrections made in QuickBooks. Prefer Foundry as the source of truth? Switch to keep QuickBooks updated and reopened-and-edited invoices update the existing bill in place (bills with payments recorded are never rewritten). You can also hold bills back until someone marks the invoice reconciled, and Foundry warns if a bill's total is changed directly in QuickBooks — no other inventory platform does two-way bill editing at all.
Failures retry, then surface
A bill that fails to post is retried on a widening schedule over about two days. If it still hasn't succeeded, it's marked as an error you can see and retry by hand — nothing fails silently, and a QuickBooks outage doesn't cost you invoices.
Limits worth knowing
One expense account for all lines
Every bill line posts to the single account you chose at setup. Per-product or per-category account mapping is a later phase. If your chart of accounts splits purchases finely, you'll still be re-categorizing in QuickBooks.
Sync is scheduled, not instant
Bills post on a recurring sweep rather than the instant you approve an invoice. Use Sync now when you need one immediately. The sweep design is deliberate: it self-heals and backfills, which event-driven pushes don't.
One QuickBooks company per organization
A Foundry organization connects to a single QuickBooks company file. Separate books per brand means separate Foundry organizations.
QuickBooks Online only
Desktop editions aren't supported — the integration is built on Intuit's online API. Xero is the next accounting platform planned.
Troubleshooting
"Reconnect required"
The Intuit authorization was revoked or expired — usually because someone disconnected Foundry from the QuickBooks side, or the company file changed hands. Click Connect again. Queued bills resume where they left off; nothing is lost.
Bills aren't appearing
Check the expense account is set — syncing won't start without it. Then confirm the invoice has actually left draft status; drafts are deliberately excluded. If both look right, open the sync errors list to see what QuickBooks rejected.
Duplicate vendors in QuickBooks
Vendors are matched by name. If a supplier is spelled differently in Foundry than in QuickBooks — "Acme Inc" versus "Acme, Inc." — you'll get a second vendor record. Align the names before your first big sync; merge any duplicates in QuickBooks afterwards.
Sync slowed down or paused
Intuit rate-limits their API. Foundry backs off and resumes automatically, so a large backfill may take several passes to drain. This resolves itself — no action needed.
Payment status looks stale
Payments are polled on a slower cycle than bill pushes, so a payment recorded minutes ago may not show in Foundry yet. If it's still missing after an hour, check the bill wasn't paid against a different QuickBooks record than the one Foundry created.
Questions about your chart of accounts or a migration? Email support — this is one worth setting up carefully the first time.